Managing Lead Communication and Tasks

Once you have accessed the full-screen details view, you will notice it is divided into two main sections.

On the left side of the screen, you will find the communication panel, designed to help you manage all interactions related to this lead. At the top of this panel, there is a circle with a placeholder image. When you hover over this circle, an Upload Picture button will appear at the bottom, allowing you to upload a specific picture or logo for this lead. This feature helps personalize the lead’s profile in your records.

Just below the circle, you will see the lead’s name, accompanied by a Star button on the right. Clicking this Star button marks the lead as a favorite, making it easier to access later. Leads that you mark as favorites will appear in the list filtered by the Favorite button on the main leads list, allowing you to quickly find and manage your most important contacts.

Directly beneath the lead’s name, you will find several action buttons that enable you to perform key tasks efficiently. You can call the lead, send an email or SMS (if the contact information is available), or add a note to the lead’s profile. Adding notes is particularly useful for documenting important details that can be shared with other users who have access to the lead, or for setting personal reminders about specific aspects related to the lead.

Additionally, if you need to create a task associated with this lead, you can do so by clicking the Task button and filling in the necessary details, ensuring that all tasks are organized and trackable.

When you click the Meet button, you will be able to schedule a meeting by specifying the exact date, time, location, and subject.

After setting up the meeting, you can notify the lead of all the details by toggling the appropriate options for email, SMS, or both within the New Event panel.

Furthermore, if an interaction or event related to this lead occurred outside of the software, you can use the Log button to record it within the system. To do this, click on the Log button, select the type of communication that took place, and then specify the exact date and time the event occurred. You can also add a detailed description of the event to provide additional context or information. This feature ensures that all interactions, whether they happen within or outside of the software, are fully documented and accessible, allowing you to maintain a complete and accurate history of all lead-related activities.

For more details, see the Communication help file

On the right side of the lead’s full-screen detail view, you will find several tabs dedicated to a specific aspect of the lead’s information.

The first tab, labeled Communication, serves as a comprehensive log of all interactions you have had with this lead. These interactions encompass a wide range of activities, including notes, emails, tasks, events, phone calls, logs, and SMS messages. Within the communication tab, each interaction is meticulously documented, providing you with detailed records that show which user engaged with the lead, along with the exact date and time of each interaction. This critical information is conveniently displayed in the bottom right corner of each entry, allowing you to track the sequence of events and identify the team members involved.

Additionally, on the bottom left side of each interaction entry, there is a View Detail button. By clicking this button, you can access more detailed information about the specific interaction. This feature also allows you to make any necessary changes or updates to the interaction details.

At the top of the communication tab, you will find a row displaying all the different types of interactions that are recorded within this section, such as notes, emails, tasks, events, phone logs, and SMS messages. By default, each interaction type has a blue checkmark to its left. This checkmark indicates that all records related to that specific type of interaction are currently visible within the tab.

If you prefer not to view certain interaction types, you can uncheck the corresponding boxes. Unchecking a box will filter out that specific type of interaction from the communication tab, allowing you to focus only on the interaction records that are most relevant to you.

In the Information tab, you can enter all the essential details about the lead. This tab is organized into various sections, each containing default fields that can be customized or expanded to fit your needs.

One of these sections is called Contact Information. Within this section, you will find fields such as primary email and phone number where you can record the lead’s contact details.

Additionally, there are toggle buttons labeled OPT Out of Email Marketing and OPT Out of SMS. These options allow you to mark whether the lead has requested not to receive marketing emails or SMS messages. If the lead has expressed a preference to avoid such communications, you can activate these toggle buttons to ensure that their wishes are respected.

To explore this in more detail, follow the Custom Field help file.

The next tab is the Tasks tab.

Here, you can view a comprehensive list of all tasks associated with this specific lead. To add a new task, click on the New Task button located at the top left corner of the screen.

Each task in the list comes with several options for management. You can delete a task by clicking on the Trash button, or you can view more detailed information about the task by clicking the View Details button on the right side of the task entry.

Additionally, you can mark a task as completed by clicking on the Check button, also located on the right side of each task. This will update the task’s status to indicate that it has been finished.

The Event tab operates similarly to the Tasks tab, allowing you to efficiently manage all events related to a lead. You can add new events, delete those that are unnecessary, and view detailed information about each event.

The intake form tab offers flexibility, allowing you to either use existing intake form templates or create entirely new ones, tailored specifically to your needs. To get started with an existing form, click on the Add Intake Form button located at the top left corner of the screen. This will open a dropdown menu displaying all the available templates. From this list, you can choose the template that best suits your needs.

Once you have selected the appropriate template, click Save to add it to the lead’s Intake Form tab. This makes the form immediately available for use, linking it directly to that particular lead.

If none of the existing templates meet your requirements, you can design a completely new intake form to suit your specific needs. To do this, click the Generate Intake Template button. This feature allows you to create a form from scratch, ensuring it is fully customized to your preferences. After designing your intake form, it will be saved in your template list for future use. You can then select this newly created template from the list and add it to the lead’s Intake Form tab in the same way as you would with any existing template.

Note: Once an intake form is added to a lead’s Intake Form tab, the system automatically creates a unique link that connects the form to that specific lead. This ensures that the form is tied directly to the lead you are working with. After the client completes and submits the form, all the information they provide will be available in the Intake Form tab, making it easy for you to view and manage the details.

When managing each intake form, you have five essential action buttons at your disposal, each designed to streamline your workflow.

The View button allows you to review the customized form in detail, ensuring all information is accurately integrated, and it also offers options to print the form or download it as a PDF for your records.

The Rename button helps you keep your forms organized by allowing you to change the form’s name within the lead tab, which is especially useful when handling multiple forms for the same lead.

With the Copy Link button, you can generate a shareable link to the form, making it easy to distribute via email or other communication platforms.

The Email button enables you to send the form directly to the lead’s email address, ensuring they receive it promptly without the need for manual attachments.

Finally, the Trash button allows you to delete the form when it is no longer needed, helping you maintain a clutter-free system.

For additional guidance, refer to How to Create Intake Form.

The next tab is the Document tab, where you can upload, organize, and manage all documents associated with this lead.

In this tab, you can use the Upload button to select and upload any files you need, ensuring that all relevant documents are securely stored and easily accessible in one place.

Additionally, the New Folder button allows you to create new folders, enabling you to categorize and structure your documents in a way that suits your workflow. Whether you are storing contracts, proposals, or other important files, this tab provides the tools you need to keep everything organized and within reach.

Additionally, in the document tab, there is a button labeled RunSensible Drive. By clicking on this button, you can download the Run Drive app to your PC. Once installed, this app will create a dedicated drive on your computer called RunSensible Drive. This drive will sync all the documents and templates you have within the system directly to your computer’s desktop, giving you convenient offline access to your files. With Run Drive, you can manage and interact with your documents and templates as if they were stored locally on your computer.

The final tab is the Timeline tab. Within this tab, you can view a detailed record of all changes that have occurred in the lead’s detail panel. This includes a chronological log of each modification, along with the specific date and time it took place, as well as the identity of the user who made the change. This feature provides a comprehensive history, ensuring full transparency and allowing you to track all updates made to the lead’s information over time.

At the top right side of each lead detail panel, you will find several action buttons that allow you to perform key tasks.

Starting from the right, the first button is the Save button. It is important to use this button whenever you make any changes within the panel to ensure that your updates are saved before you exit.

Next is the New button, which you can use to create a new lead. This button functions exactly like the New button in the leads list, allowing you to quickly add a new lead directly from the detail panel.

Following that is the Convert button. This button allows you to convert the specific lead into a contact. It works just like the convert option found in the three-dot menu within the leads list, making it easy to transition a lead into a full contact in your system.

The next button is the Invite to Meet button. By clicking this button, you can send an invitation to meet with the lead. When you click it, a Send Email panel will open.

At the top of this panel, you will see a dropdown menu labeled From, which displays the default email address set in your system. If you need to, you can change the sender email by selecting a different address from this dropdown.

Below the dropdown, there is the To field, which shows the email address that will receive the invitation. This field is also a dropdown menu, allowing you to select from multiple email addresses associated with the lead. You can change the recipient by choosing a different email from this list, and you can even add multiple addresses if you want to send the invitation to more than one person.

Next, you will see the Subject box, where you can enter the subject line for your email. After that, there is a dropdown menu labeled Event Link. Clicking on this will show a list of event configurations you have previously created in your system. Selecting one of these configurations will automatically insert the corresponding event link into the email message. The body of the email, which contains a default invitation message, will appear below. You can customize this message as needed. The event link will be displayed in blue at the end of the message, making it easy for the recipient to spot and click.

Once you have completed your email, click the Send button at the top right of the panel to send the invitation to the lead.

The next button is the Permission button. By clicking this, you can control which users in your system have access to this lead, allowing you to restrict or grant availability according to your preferences.

Finally, the last button is the Trash button, which you can use to delete the lead entirely from your system.